ARK HOUSING ASSOCIATION LIMITED

JOB OUTLINE

POST:Care and Support Administrator

(12 month temporary contract)

LOCATION: East & Midlothian

RESPONSIBLETO:Area Manager

HOURS OF WORK: 37 hour

PURPOSE OF THE JOB

Reporting to the Area Manager the Care and Support Administrators job is to provide an effective customer focussed service to our service users and staff within the East and Midlothian Services as necessary. Act as point of contact for all telephone enquiries and carry out general office administration including system administration and financial record keeping. Work closely with the local management team providing information and administrative support where required.

MAIN TASKS

  • Efficiently respond to incoming telephone calls, taking messages or relaying calls as necessary
  • Contacting external parties by e-mail, letter or telephone
  • Ensuring adequate stocks of stationery for all services
  • To order all supplies that are required for the day to day running of the service, including: stationery, consumables, cleaning products, first aid and personal care supplies inline with budgets
  • To undertake general office duties including; filing, photocopying, emailing, invoicing, archiving records and assisting others with the collation of materials as required by the service
  • To arrange and prepare materials for meetings, presentations and information packs for service users and staff where necessary.
  • To organise and attending meetings, taking minutes and circulating these thereafter
  • To undertake basic computer work including logging information in Excel spreadsheets and producing Word documents
  • General office errands such as cleaning communal office area / emptying shredder / collecting supplies from the local shop
  • Maintain staff and Service User records as required
  • To collateinformation such as annual leave records, agency timesheets, absence information etc.
  • Responsible for managing the petty cash fund and adhere to correct systems for processing, replenishment and monitoring andcompile cash book
  • Assist with staff rotas and organising last minute cover for service user support when required
  • Complete and submit Health and Safety reports
  • Annual collation of service risk assessments for management team

PERSON SPECIFICATION

Essential:

  1. Good literacy and numeracy skills
  1. Excellent interpersonal and communication skills
  1. Excellent organisational and problem solving skills
  1. A positive and motivated approach to work
  1. A working knowledge of Email, Word and Excel
  1. Willingness to work on own initiative and ability to organise own workload
  1. Willingness to undertake training on the use of in-house computer packages

Knowledge

Ideally, the post holder will have

  1. A qualification and /or experience in office systems and procedures
  1. Experience of word processing and spreadsheet packages, preferably Word and Excel

Additional Information

The post holder should be able to deal efficiently in a warm and friendly manner, with individuals both within ARK Housing Association and externally. Good verbal communication skills and the ability to exercise discretion as needed is required. The post holder will require the confidence to deal tactfully with conflicting demands and the ability to cope with interruptions.